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  1. Inova Payroll
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  3. Incident Tracking/Workers Claims

UKG Incident Tracking Guide

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This article provides instructions for creating Incidents, a core feature within the HR module. To explore further functionality and related features that come with the HR module, please see the 'Additional Resources' section at the end of the article. This article details managing incidents, including adding and maintaining incident types, violations, and resolutions. It explains how to add incidents to employees, complete incident forms, and deliver them. The resolution process involves entering resolution details and closing the incident. Workflow options and attachment settings like points, violations, and workers claims are also covered.

Adding and Maintaining Incident Types, Violations and Resolutions

Adding Incidents to Employees

Incident Form Delivery to the Employee

Incident Resolution

Adding and Maintaining Incident Types, Violations and Resolutions


Incident Types

  1. Go to Settings > HR Setup > Incidents > Incident Types.
  2. Select the edit pencil on the incident type you want to modify or select "Add New" to create a new type.
  1. Enter applicable information related to the Incident Type.
    • Name: Assign a name to the incident type.
    • Active: Check this box to make the incident type available to assign.
    • Description: Enter a detailed description of the incident type.
    • Incident Visible: Select the people who should be able to view the incident.
    • Comments Visible: Select whether comments are visible to the admin and manager, or admin only.
    • Comments Editable: Select who is able to edit comments.
    • Comments Anonymity: Select whether the comments can be anonymous to the employee and/or manager.
    • Incident Types Workflow: Select the workflow that should apply when this incident type is selected.
      • This option will only show if enabled on the admin. level.
    • Settings: Select the items that should be attached with this particular incident type.
      • Points: Allows points to be attached, if they are configured for your company.
      • Resolution: Allows for a specific resolution to be attached, such as a suspension, promotion, etc.
      • Signatures:  Allows for signature dates to be entered if the employee is required to sign documentation on the incident.
      • Violation:  Allows for a specific violation to be attached, such as a section of the employee handbook.
      • Workers Claim:  Allows for a workers claim to be attached to the incident.  
    • Incident Info Required Fields: Select which fields should be required for this type. 
    • Reports Settings: Check the reports in which this incident will display.

Note: The workers claim must be created in the system before it can be attached to an incident.

Violations

  1. Go to Settings > HR Setup > Incidents > Violations.
  2. Select the edit pencil on the violation you want to modify or select "Add New" to create a new type.
  1. Enter a Name, optional Code, and optional Description for the violation.  
    • This should be the specific policy or rule that was violated. (i.e., Drug/Alcohol Policy, Safety Policy, etc.). 
                  

Resolutions

  1. Go to Settings > HR Setup > Incidents > Resolutions.

  2. Select the edit pencil on the violation you want to modify or select "Add New" to create a new type.

  3. Enter a Name, optional Code, and optional Description for the Resolution. 

                                      

Adding Incidents to Employees

  1. Go to Team > HR > HR Maintenance > Incidents.
  2. Select "Add New".
  3. Select the Employee and Incident Type.
  4. Select "Save".
  1. Enter the incident information.
    • Incident Name: The name of the incident will auto-populate with the incident type and employee name. 
      • This can be modified if desired.
    • Incident Id: Optional incident Id name or number.
    • Violation: Select the specific violation associated with the incident. 
      • Note: Violation Types must be added in under Settings > HR Setup > Incidents > Violations before they can be selected on the employee level. Additional Violations can also be added by clicking on the hyperlink.
    • Workers Claim: Select the workers claim the incident is associated with (if applicable).  This field will only be available if the incident type can be associated with a workers claim.  
      • Note: The claim must be created in the system before it can be attached to an incident.
    • Incident Date: Enter the date and time the incident occurred.
    • Report Date: Enter the date and time the incident was reported.
    • Status: Select the status of the incident.
    • Priority: Select the priority of the incident.
    • Description:  Enter a detailed description of the incident.  This will be on the incident report that can be downloaded for the employee/reviewer signatures.
  2. Enter any comments from the Initiator, Supervisor, Reporter or Witnesses.
  1. Save. 

Incident Form Delivery to the Employee

A. Download PDF: The incident form can be downloaded and printed for delivery to the employee.

B. Upload Document: Upload any supporting documents, including the signed incident form, if applicable.

Incident Resolution

Once the incident is resolved, enter the resolution information in the Resolution section. 

  1. Go to Team > HR > HR Maintenance > Incidents.
  2. Select the edit pencil for applicable Incident. 
  3. Enter the resolution information. 
    • Target Date: Enter the target date for resolving the incident.
    • Resolved Date: Enter the actual date of resolution.
    • Resolution: Select from the available resolution types as configured in your HR Setup, additional Resolutions can be added by clicking on the hyperlink.
      • Note: Resolution Types must be added in under Settings > HR Setup > Incidents > Resolutions before they can be selected on the employee level. Additional Resolutions can also be added by clicking on the hyperlink.
    • Details: Enter any details on the resolution of the incident.
  4. When the incident is completely resolved, select "Close Incident" and enter a closing date. 
    • If your incident goes through a workflow, select "Submit" to initiate the workflow process. 

Additional Resources

Asset Tracking
UKG Compliance EEO Reporting
California Pay Data Reporting
Vets-4212 Reporting Guide
UKG Disability Guide
Certification and Training, Education, and Credentials Guide
UKG Workers Claims Guide And OSHA Reporting
Inventory/Custom Tables Guide
UKG Company Events
UKG Scheduled Events
UKG Organizational Chart 
UKG Incident Tracking Guide 
UKG HR Surveys Admin Guide